Job Description: Administrative Executive
Job Title: Administrative Executive
Job Summary
We are looking for an organized, responsible, and proactive Administrative Executive to manage daily administrative activities and provide operational support to the organization. The candidate will be responsible for office coordination, documentation, record maintenance, correspondence, vendor coordination, and general administrative support to ensure smooth and efficient office operations.
Key Responsibilities
- Manage daily office administration and ensure the smooth functioning of office activities.
- Handle incoming calls, emails, correspondence, and general enquiries professionally.
- Maintain office files, registers, records, and important documents.
- Prepare letters, reports, memos, presentations, and other administrative documents.
- Coordinate meetings, appointments, travel arrangements, and internal communications.
- Monitor office stationery, supplies, equipment, and other administrative requirements.
- Coordinate with vendors, service providers, and maintenance personnel.
- Maintain records of office expenses, invoices, and administrative payments.
- Coordinate with HR, accounts, sales, purchase, stores, and project departments.
- Assist in maintaining employee attendance records, leave registers, and other HR documentation, where required.
- Track office assets and coordinate maintenance of office equipment and facilities.
- Support management with data entry, reporting, and routine administrative tasks.
- Ensure proper filing, document control, and confidentiality of company information.
- Monitor housekeeping and maintain a clean, organized, and professional office environment.
- Follow company policies and administrative procedures.
- Perform other duties assigned by management.
Qualifications
- Bachelor's degree or diploma in Business Administration, Commerce, or a related field.
- Previous experience in office administration, coordination, or clerical support is an advantage.
- Freshers with good communication and computer skills may also apply.
- Knowledge of MS Office, particularly Word, Excel, and email, is preferred.
Required Skills
- Good verbal and written communication skills.
- Strong organizational and time-management abilities.
- Proficiency in MS Office and general computer applications.
- Good documentation, data entry, and record-keeping skills.
- Ability to multitask and prioritize daily responsibilities.
- Strong coordination and problem-solving abilities.
- Attention to detail and accuracy.
- Professional attitude, punctuality, and confidentiality.
- Ability to work independently and as part of a team.
Preferred Experience
- Experience in office administration, front-office operations, or administrative coordination.
- Familiarity with office management procedures, vendor coordination, and document control.
- Knowledge of ERP systems or administrative software is an advantage.
- Experience in trading, engineering, construction, or industrial companies is preferred.
Key Performance Indicators (KPIs)
- Timely completion of administrative tasks.
- Accuracy of records and documentation.
- Efficient coordination with internal departments and external vendors.
- Proper maintenance of office files and company records.
- Effective management of office supplies and administrative expenses.
- Compliance with company policies and procedures.
- Quality of administrative support provided to management and staff.
